Find your way around the Invoices list
What every column, tab, filter and button on the Invoices page does, and how to find one invoice quickly.
The Invoices page lists every invoice you have made, newest first. It is where you send, record payments, download PDFs and tidy up. In the menu on the left, choose Invoices to open it.
The columns
| Number | The invoice number, for example INV-0012. |
|---|---|
| Client | Who the invoice is for. No client in grey means none was chosen; open the invoice and pick one before sending. |
| Issued | The issue date. |
| Due | The due date, or a dash if there is none. |
| Status | Where the invoice is: Draft, Sent, Partially Paid, Overdue, Paid, Refunded, Partially Refunded, Disputed, Dispute Lost or Cancelled. See the article on what the statuses mean. |
| Total | The full amount of the invoice. When part has been paid, a small line underneath shows how much is paid and how much is left. After a refund it shows how much was refunded and how much is due. |
Tabs, search and filters
- Tabs across the top: All invoices, Unpaid (Sent, Partially Paid, Overdue, Partially Refunded, Refunded, Disputed and Dispute Lost), Overdue and Draft. Each shows a count.
- The search box (Search number, client or amount) looks in every column. You can type an amount with or without the dollar sign and commas.
- All clients narrows the list to one client. All statuses narrows it to one status.
- The date range works on the Issued column: Any date, Last 30 days, Last 90 days, This month, Last month, This quarter, This year, Last year or Custom range (pick From and To).
- Clear Filters removes every filter at once. The count shows how many of your invoices match.
- Choose a column heading to sort by it; choose again to reverse. The small triangles show which way the list runs. Your sort is remembered.
- The list shows 20 invoices at a time. At the bottom you can show 20, 50 or 100 per page and move between pages. Searching always looks at every page.
If you arrived by clicking a chart on the Dashboard, a bar above the list says Showing and what it is showing. Choose Show All to see every invoice again.
The buttons on each row
Each row shows its main action as a button (Send on a draft, Record Payment on an unpaid invoice). The rest are under the three-dot More actions button at the end of the row, with Cancel Invoice and Delete last. Which actions appear depends on the invoice's status.
| Edit | Drafts. Opens the form so you can change it. |
|---|---|
| View | Opens the invoice in a new tab exactly as the client sees it, with a Download PDF button. |
| Download PDF | Saves the PDF to your computer. |
| Attachments | Add or open files kept with this invoice, such as photos of the job or a signed work order. They are for your records. |
| Send | Drafts. Shows a preview and who it will go to, then emails it. |
| Mark as Sent | Drafts. Makes the invoice Sent without emailing anyone, for an invoice you delivered by hand or are bringing in from another system. |
| Resend | Sent invoices, paid or not. Shows the preview again and emails the invoice a second time. |
| Record Payment | Sent invoices with money still owing. Records money you received by cheque, cash, e-Transfer and so on. |
| Share Payment Link | Sent invoices with money owing, once card payments are set up in Settings → Payments, where card payment is turned on for the invoice and no card dispute is open or lost. Opens the Send Payment Link box to email the invoice with its Pay button, or copy the link. |
| Turn Off Card Payment / Turn On Card Payment | Sent invoices with money owing, once card payments are set up, and not while a card dispute is open or lost (Disputed or Dispute Lost). Asks you to confirm, then switches the Pay button and payment link for this one invoice. Nothing is emailed. |
| Payment History | Appears once any payment is recorded. Shows every payment and refund, with the balance. |
| Duplicate | Makes a new draft copy of the invoice. |
| Cancel Invoice | Draft and Sent invoices (including part-paid and overdue ones). Voids the invoice but keeps it on record. |
| Reopen Invoice | Cancelled invoices. Puts it back to Sent. |
| Delete | Removes the invoice for good. Owners and admins only. |
Tip: For a spreadsheet of your sales, open Reports and use Export, or (owners and admins) Settings → Account & Security → Export All Data.
See also
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